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Services - 188860-2019

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23/04/2019    S79

Belgium-Brussels: Request to Establishments Offering Temporary Accommodation to make their Rooms Available to Officials and Staff of the European Commission, other EU Institutions, Agencies and Bodies

2019/S 079-188860

Section I: Contracting Authority

I.1)Name, addresses and contact point(s)

European Commission - PMO, avenue de Tervueren 41, Brussels, 1040, BELGIUM (BE)

Contact point(s)
For the attention of: PMO.2

E-mail: PMO-HRT-CONTACT@ec.europa.eu

Internet address(es):
Electronic access to information (URL):


Electronic submission of applications (URL):


Further information can be obtained from:
The above mentioned contact point(s)
Specifications and additional documents can be obtained from:
The above mentioned contact point(s)
Applications must be sent to:
The above mentioned contact point(s)
I.2)Type of the contracting authority
European Institution/Agency or International Organisation
I.3)Main activity
General Public Services
I.4)Contract award on behalf of other contracting authorities
The Contracting Authority is purchasing on behalf of other Contracting Authorities: no

Section II: Object of the call for expressions of interest

II.1)Title attributed to the call for expressions of interest:
Request to Establishments Offering Temporary Accommodation to make their Rooms Available to Officials and Staff of the European Commission, other EU Institutions, Agencies and Bodies
II.2)Type of contract and location of works, place of delivery or of performance
Service category No: 17 Hotel and restaurant services
Main site or location of works, place of delivery or of performance: Whole world
II.3)Description of the field or fields covered by the call for expressions of interest:
Officials and staff of the European Commission and other European Union institutions, agencies and bodies are entitled to reimbursement of expenses incurred in the course of their business travel, up to the amounts fixed by the regulations in force. In particular, as regards accommodation, the basic principle is the free choice by officials and other staff of the European Commission of facilities — designed for this purpose — subject to compliance with a daily financial ceiling.
The PMO wishes to establish a list including accommodation and/or hotel establishments as defined by local legislation (hotels, chains and hotel residences, lodges, bed and breakfasts), which offer their rooms at prices that do not exceed the regulatory ceiling (taxes included, see Annex) to officials and staff of the European Commission, other European Union institutions and agencies on business travel around the world.
This list will be publicized among officials and agents of the European Commission, other institutions and agencies of the European Union.
A communication campaign will make public servants and agents aware of the advantages of using the establishments indicated in the list (quality service, applicable prices, ease of management). Those establishments with the best rates can thus reasonably expect to see their customer turnover increase.
The inclusion of these establishments on the list will, however, in no way affect the Commission, the other EU institutions, agencies and bodies or their officials and agents. The commission, the other institutions, agencies and bodies of the European Union will not sign any contract or agreement. Officials and other agents will retain the free choice of the accommodation structure, whether included on the proposed list or not.
The operators who express their interest in this exercise, by transmitting the number of available rooms at prices not exceeding the regulatory ceiling, will undertake to apply these prices to officials and other servants.

Establishments wishing to participate in this call will have to register through the commission's web portal, https://ec.europa.eu/HRT and fill in the indicated fields.

Registration will be possible up to 6 months before the expiry date of this notice.
An evaluation committee will be held regularly to accept bids of less than or equal to the regulatory ceiling and will undertake the regular updating of the list.
This call for expression of interest is for a period of four (4) years. Hosting organizations may submit, through the aforementioned portal, price updates. These updates will then be subject to acceptance by the evaluation committee.
A response will be sent to all organizations that have responded to this call to inform them of their inclusion or not in the list. Any unsuccessful interested party may reapply within 6 months after notification of the response.
This notice constitutes a request to offer rooms around the world at prices applicable to officials and agents of the European Commission, the other European Union institutions, agencies and bodies in business travel.
The applicable services and prices proposed will be included in a list (which may include sub-lists) with a validity of 4 years from the date of dispatch of this notice.
All establishments are invited to come forward in accordance with the provisions of this notice by indicating a contact person with PMO. PMO will list participants who meet the criteria mentioned in this notice and who have successfully registered in the web portal.
Personal data will be processed in accordance with Regulation (EC) No 2018/1725 on the protection of individuals with regard to the processing of personal data by the community institutions and bodies and on the free movement of such data. These and the answers provided can only be processed for the purpose of evaluating the documents received by PMO.

Details on the processing of personal data are available at: https://eur-lex.europa.eu/legal-content/EN/TXT/? qid=1551774531729&uri=CELEX:32018R1725

II.4)Information about lots
This call for expressions of interest is divided into lots: no
Applications may be submitted for: one lot only
II.5)Information about subcontracting
The subcontracting is accepted: no
II.6)Common procurement vocabulary (CPV)
Main object
II.7)Additional Information:
1) Listed categories will be as follows:
— hotels,
— hotel residences,
— cottages,
— guest rooms.
Each establishment complying, for its category, to the relevant local legislation.
2) Supporting documents and invoices issued by establishments to officials and other servants shall comply with local legislation;
3) Suppliers shall immediately inform the PMO via the web portal of any changes that would make it impossible for them to meet the price criterion indicated in the request;
4) The proposed prices may be revised;
5) Institutions wishing to be removed from the list must use the functionality provided in the web application;
6) The call for expression of interest will have a validity of 4 years from the date of dispatch of this notice to the Publications Office of the European Union.

Section III: Legal, economic, financial and technical information

III.1)Legal form to be taken by the grouping of suppliers, contractors or service providers to whom a contract might be awarded:
III.2)Economic and financial standing:
III.4)Professional competence:

Section IV: Procedure

IV.1)Type of procedure
IV.2)Grounds for exclusion
Applicants shall be excluded from participating in a contract if:
(a) they are bankrupt, being wound up or have suspended business activities, their affairs are being administered by the court, they have entered into an arrangement with creditors or similar measures or are the subject of any proceedings of that nature, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
(b) they have been convicted of an offence concerning their professional conduct by a judgment which is not open to appeal;
(c) they have been guilty of grave professional misconduct;
(d) they have not fulfilled obligations relating to the payment of social security contributions or taxes;
(e) they are guilty of serious misrepresentation in supplying the information required by the authorizing department;
(f) other: n/a
IV.3)Selection criteria:
IV.4)Administrative information
IV.4.1) File reference number: 2019/PMO2/HRTAMI
IV.4.2) Period of validity of the list resulting from this call for expressions of interests: The list will be valid for 4 years from the date on which this notice is sent to the Office for Official Publications of the European Union.
Applications to appear on this list may be submitted at any time during the period of validity of this list, with the exception of the last 3 months of that period.
IV.4.3) Time-limit for the submission of applications: n/a
IV.4.4) Language(s) in which applications may be submitted: Any EU official language

Section VI: Complementary information

VI.1)Presentation and submission of applications:
VI.2)Additional information:
VI.3)Date of dispatch of this notice: